The selected organization (hereafter referred to as the Contractor) will receive City of Detroit Sustainability Office funds to support sustainability fiduciary services projects. The Contractor will be responsible for providing fiduciary, accounting, and administrative services in support of the programs. The Contractor will establish and manage a segregated account for all funding designated for the Office of Sustainability – Divisional programming and initiatives. Funds shall be disbursed only in furtherance of the program as implemented by the Office of Sustainability and in accordance with the City of Detroit approved budget. The Contractor will be specifically responsible for the following: • The contractor will establish and manage a segregated account for each source of funding administered that is designated solely for that funding source. Awardee will disburse funds from the Account only in furtherance the Office of Sustainability divisions and in accordance with the City of Detroit approved budget and in accordance with the terms of any affiliated grants, such as for the following purposes: i. payment of Vendors and contractual staff, ii. payment of other expenses that are necessary or convenient for implementation of the Project, and iii. distribution of allocations due to the Awardee for its fiscal sponsorship activities, all in accordance with the terms of individual grant awards. • The contractor will be required to prepare monthly financial status reports (FSRs) that provide detail and a summary of expenditures and revenues for the month, for the program. The FSRs must be prepared by the Contractor and submitted to the Director of the Office of Sustainability by the 10th day of the following month. • The contractor will solicit bids from, enter into contracts with, and manage financial transactions & reporting requirements with third party vendors and research partners / evaluators to provide goods and services as may be necessary or convenient for implementation of Office of Sustainability’s projects and programs. Such activities will be conducted in accordance with Contractor’s standard bidder selection and contract authorization procedures. The Department will always make the final selection of vendors providing goods and services as well as approve all contract language before any contracts are executed. • The Contractor and the Office will meet Monthly, at their mutual convenience, to review the progress of each Party’s activities, to coordinate further activities related to the program necessary, and to discuss other relevant issues that may arise. The contractor will also be expected to meet at the request of the Department or other City of Detroit agencies as needed in addition to the required quarterly meetings. • The Contractor will maintain, and will request that the Contractor’s Vendors maintain, information pertinent to its activities under Office of Sustainability’s activities for at least four (4) years following the conclusion, or earlier termination, of a contract for services between the contractor and the City of Detroit, but in no case for less time than may be required to maintain compliance with Applicable Laws and the requirements of funding organizations. • The Office of Sustainability estimates it will obtain $211,500 of funds requiring fiduciary services on an annual basis. The annual funding amount may fluctuate from year to year depending on budget priorities and approvals. Fiduciary services, once funds are secured, are for the full term of the Service Contract (three years).
